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Formpipe is excited to announce the launch of its latest solution, Lasernet Vault365 designed to compliment the implementation of Microsoft Dynamics 365 as the organisation’s ERP solution.
Having worked closely with its global network of ERP partners, Formpipe has combined two of its market leading products, Lasernet and Long-Term Archive to create Lasernet Vault365. The combination of the two products addresses the issues associated with the migration of data or the upgrade to Microsoft Dynamics 365, enabling implementation projects to move ahead at the required pace.
Lasernet Vault365 addresses the widely accepted issue that not all data is required or wanted in the new solution, and all too often this poses issues which ultimately slow the project down. The burden of legacy data reduces the efficiency of Microsoft Dynamics 365 as clients will be paying consumption costs on data that is no longer required, but must be retained.
The use of the two products to create Lasernet Vault365 also brings Formpipe’s ERP knowledge and expertise held within the internal team and global partner channel. Lasernet delivers the ability to accept ERP content, namely documents and data, and pass through a workflow to generate content that can be ingested into Lasernet Vault365 which brings Digital Preservation best practice as standard. The Vault means that content is preserved for the long term, whilst being open to data management rules, primarily controlled deletion workflows and access to view or download the content is controlled through flexible permission structure that can meet any access matrix. Microsoft Dynamics 365 Users (with the permission to do so) can then post to the Vault and also search the Vault archives direct from their D365 interface.
Mike Rogers, director of sales and marketing – private sector, said: “For too long we have been hearing of Dynamics implementation projects being slowed by complexity and client concerns with challenges over content migration. We wanted to provide a solution that removed this barrier and allowed the project to progress with simplicity. Lasernet Vault365 does this and demonstrates Formpipe’s commitment to a core value of “understanding our customers” by adapting our great software to meet our clients’ challenge. Our certified partner channel provides the best ERP knowledge available and applying this to our proven products has resulted in a solution that will compliment every Dynamics 365 implementation “
For all enquiries, please contact email@example.com
Read more about Lasernet Vault365
Formpipe has over 5500 customers across industries worldwide. Through our specialized product portfolio, we help our customers with information management through all steps: when it's created, preserved and utilized by the business.
Our product Lasernet has unrivalled integration with Microsoft Dynamics 365, NAV, SAP and Infor along with other ERP solutions and delivers business documents in almost any format imaginable.
We’re a proud Microsoft Gold Partner and member of Microsoft’s Technology Adoption Program (TAP).
The next webinar in our series is calling all Dynamics 365 Finance and Operations users who are looking to review and sign documents before sending.
Using Lasernet, the webinar will guide you though the setup process which will enable you to review reports and add your required destination.
We will then move on to our invoicing section where we will demonstrate how Lasernet enables the user to review, edit and add any additional emails.
For those looking to increase functionality when it comes to the signing of documents, we will show you how simple it is to sign purchase orders before sending, sign packing slips using a tablet and finally how to view an archived document all using Lasernet.
We hope you can join us 28th May, 13:00 CET. To register your place, please click here.
Digital transformation is on everyone’s agenda, and with it comes a rapidly increasing amount of data. The increase in data brings potential challenges, since even the most valuable data can become worthless if not handled with care.
Simply put, organizations lose value when they lack full control of their data. The data becomes time and money consuming, and offers no real benefit. With this also comes the risk of the wrong data being distributed, personal information being unlawfully shared and the organization quickly finding itself in breach of legal requirements such as GDPR. Data is transformed from a risk to a valuable asset when it is fully transparent, enabling the organization to make decisions based on facts. Full data insight makes processes efficient and allows for automatic data distribution to such a degree that data can float seamlessly between systems and organizations – and even more importantly, be displayed effectively to customers and citizens, bringing great value to society.
“Several years ago, Formpipe recognized the need for a digital solution that would enable organizations to gain insight into their data and give them the opportunity to act on the findings and challenges presented to them. We now have a solid, tested and scalable product, fully able to meet the requirements of any sized organization, while also meeting the universal need to secure good data quality”, says Formpipe’s CEO, Christian Sundin.
Adoxa by Formpipe is your digital assistant that ensures high quality data along with efficient and automated GDPR compliance across all systems and data sources – file shares, e-mails, ECM-systems, Sharepoint, Teams, Office365, OneDrive etc. Adoxa gives your existing data a thorough spring clean (while also tackling data you probably do not even realize is there) – and will, like an efficient robot vacuum cleaner, make sure that all current and new data is compliant with current legal requirements from both within and outside of the organization.
Adoxa has been available for several years – previously under the name Quality Control – and has been repeatedly highlighted by Gartner as one of the strongest solutions of its kind in the world.
Christian Sundin highlights: “Adoxa has been implemented successfully at multiple organizations and has more than 60,000 daily users. We receive great interest for the product, from very different organizations. It is obvious to us that no matter how different the organizations might seem at first glance; their needs are universal. The organizations are looking for a way to get full insight into their data, and also share the ambition of unleashing the potential of their data and converting their insight to real business value. And this is where Adoxa really has great potential.”
All organizations are subject to the same overall requirements for the ethical and secure handling of data, and all organizations are continuously being encouraged or forced to share data with their customers and society. That does establish joint and universal needs for digital solutions that provide insight and data hygiene and automates the task of keeping close track of data quality.
“At Formpipe we are proud to have a well-tested and well-established plug & play solution, ready to help organizations gain the valuable insight into their data they are currently lacking. Adoxa ensures efficient GDPR compliance and can easily be adapted to the individual organizations needs and processes. We know that Adoxa changes the way organizations uses and handles data and we are excited that Adoxa is able to solve organizations’ universal and critical challenges. We are excited to see Adoxa offer even more organizations the ability to fully trust their data”, Christian Sundin says.
Join our webinar and learn how to move the content to a single Cloud based preservation platform and retire the legacy systems. You’ll experience many benefits:
Join Epista's Robert Pettersson and Formpipe's Ben Saxton on 28th May 2020 at 1500-1600 CET. Please click here to register.
We look forward to seeing you online!
A co-branded document outlining the use of Formpipe’s Long-Term Archive solution has been created in conjunction with Microsoft.
As a Microsoft Gold Partner for Application Development and Cloud Platform, Long-Term Archive has been developed to solve issues associated with archiving, data preservation, data migration and much more. The document titled “Use Long-Term Archive for long-term archiving and preservation best practices” provides an overview of the benefits of using Long-Term Archive alongside Microsoft Dynamics 365.
Ben Saxton, Digital Preservation Lead, said: “Produced in conjunction with Microsoft, this document showcases Formpipe’s approach to Preservation within the Dynamics 365 environment. Digital Preservation of document and data delivers compliance and business intelligence for organisations running Dynamics365 with Formpipe Software complimenting the D365 functionality.”
To view the document, please click here. For enquiries or further information, please contact Ben.Saxton@formpipe.com
The webinar will show you how Lasernet can add extra menu options to the mobile device with ease, and more importantly, without the need for coding. Printing functionality will be covered too as we will be demonstrating how Lasernet enables any printer to be selected rather than the original default printer.
For those looking to create a Warehouse report with Lasernet, add additional fields to the report and/or add extra menu options to the mobile device without coding, we will be covering that too.
Taking place at 13:00 CEST on 21st April, click here to reserve your place today.
As a Microsoft Gold Partner for Application Development and Cloud Platform, Formpipe is undertaking a co-branded marketing project alongside Microsoft to inform both future and current Dynamics 365 users of the benefits of Lasernet.
The initial part of the project has seen the creation of a document titled: “Create and deliver reports with Lasernet for Microsoft Dynamics 365”, which highlights the extensive benefits of using Lasernet in conjunction with Dynamics 365.
Mike Rogers, director of sales and marketing – private sector, said: “Produced in conjunction with Microsoft, this document showcases Lasernet’s importance within the Dynamics 365 environment. Formpipe’s partnership with Microsoft is well established and we are committed to removing the cost and limitations associated with SSRS when generating reports from Dynamics 365”.
To view the document, please click here. For enquiries or further information, please contact firstname.lastname@example.org
Gartner has published their 2020 Market Guide for File Analysis (FA) Software*. Formpipe has been recognized as a representative vendor on this report. This is the second time in a row where Formpipe is listed as a supplier of this type of essential software, with the product Adoxa, formerly known as Quality Control.
Gartner's guide is a study of the international market for file analysis software that scans, maps and manages organizations' unstructured data and creates the basis for secure data management. Gartner identifies four primary drivers for file analysis: risk mitigation, governance and compliance, efficiency and optimization, and analytics.
Gartner also points out the increased competition in the market for data and file analysis software, but makes a difference between the well-established suppliers and the new ones in the market. It is now the second time in a row that Formpipe is recognized as a supplier of this type of software in Gartner's market analyzes. Last time was 2018 when Formpipe was the only European supplier among 22 selected out of the estimated 200 suppliers on the market.
“We are proud that Gartner once again recognizes Formpipe and Adoxa. Data is the lifeblood of economic development. It is the basis for many new products and services, driving productivity and resource efficiency gains across all sectors” says Christian Sundin, CEO of Formpipe.
In the report, Gartner recommends that organizations choose a scalable solution for data and file analysis that offers the ability to manage data from many different data sources; if not now, then in the long run. At the same time, organizations need to identify their business needs and options surrounding their unstructured data and map initiatives to specific processes and priorities.
Adoxa is a tool that continuously scans selected data sources for deviations based on a number of rules that can be easily configured and customized by each organization. Adoxa ensures high data quality, GDPR compliance and most importantly – trust that the organization's data is always in order. In a complex digital world, there is a rapid increase in data volume, as are the requirements for transparency and data sharing – trust in data is crucial. Adoxa minimizes risk, ensures efficiency and control in the organization through analytical insight into data.
*Source: Gartner, February 2020
*** Rescheduled until 29 June - 2 July 2020 ***
Hosted by Dynamic Communities, this event is one of the most highly anticipated events of the year. Bringing together the world’s most influential user group communities where technical experts are brought together to share their expertise and help businesses make the most of their current Microsoft Business Applications software.
Formpipe will be showcasing the very latest in software solutions with live demonstrations of the latest Dynamics connector for document management as well as exhibiting their digital preservation and data migration solution, Long-Term Archive. Visitors to the stand will also have an exclusive opportunity to meet Formpipe’s senior management team and experts from across Europe. A Formpipe ‘clinic’ will also be held offering a question and answer style session on software solutions.
Mike Rogers, Director of Sales and Marketing, Private Sector, comments on the importance of the event, “AXUG is the single most important event in our calendar. We are proud to continually be a Gold Sponsor to both the European and North Americas events, developing our network of existing and potential customers as well as partners. Our innovative document management software is constantly evolving, so it’s a fantastic opportunity for us to show the industry how we can resolve their issues within Dynamics.”
He also comments on what the year looks like, “For Formpipe this year, we are aligning ourselves even further with Microsoft’s verticals and currently developing new connectors which will be launched later this year. We are also continuing to expand globally, acquiring new partners in key regions across Europe and USA, where we now have a leading team offering comprehensive output management for Dynamics.
“We predict that 2020 will see the low-code/no-code trend reach new heights, which is exactly where we are as a business. 2020 is a very exciting time for us and we remain ahead of the curve. Our Lasernet product eliminates coding so people will really be able to understand the benefits of our software solutions. Our Long-Term Archive product is especially designed for data migration with archiving at its core and when it’s used in conjunction with our Lasernet product, the combination of the two products extends our offering.”
Formpipe will be exhibiting at stand G5, where there will be an opportunity to watch live demonstrations and a chance to discuss the latest innovations in document management requirements.
29 June - 2 July 2020
Hall 8, Fira Gran Via, Barcelona, Spain
This strategic move enables Formpipe to remain focused on product development as August Bridge delivers its established consultancy knowledge.
Taking effect from 1st March 2020, this move will provide continuity to customers and partners in the Benelux due to the close cooperation. August Bridge will provide continuity to customers on services whilst Formpipe Benelux will remain focussed on its partner channel.
Monique de Wit, co-founder of August Bridge, commented: “August Bridge is committed to providing continuity and growth of consultancy for Lasernet Document Output Management. Through our further expansion within Operational Services, we can meet the consultancy requirements of current and future Lasernet customers even better”
Commenting on the partnership, Mike Rogers, Commercial Director, Formpipe, said: “Having worked with Monique and Bart for over 4 years now I am really pleased to see August Bridge taking control of Lasernet consultancy in the Benelux region. We are keen on ensuring customer satisfaction and with the wealth of knowledge that August Bridge bring our clients following many years of experience with Lasernet this will only help ensure the Benelux region remains a strategic focus for Lasernet".
Lasernet is owned and developed by Formpipe, a software company in the field of Enterprise Content Management (ECM) and listed on the Nasdaq OMX Nordic.
Lasernet has unrivalled integration with Microsoft Dynamics 365, NAV, SAP and Infor along with other ERP solutions and delivers business documents in almost any format imaginable. A Microsoft Gold Partner and member of Microsoft’s Technology Adoption Program (TAP), Formpipe Lasernet is sold and supported through a certified network of global partners.
About August Bridge
August Bridge delivers your output management. The team of advisors working from the ‘s-Hertogenbosch based office, headed by business partners Monique de Wit and Bart Koopman, transform your Dynamics 365 data into clear and appealing documents which can be efficiently distributed and archived. August Bridge is convinced that a successful project is a joint effort between client and contractor and that this effort leads to the increase of efficiency and the client’s image
Formpipe has achieved certification under Information Security Management Standard ISO 27001. It is an international standard and it describes how to manage information security in a company. The focus is to protect the confidentiality, integrity and availability of the information in a company.
Information security is becoming a priority for organizations in both public and private organizations. Awareness of the potential consequences of insufficient information security procedures has increased. Increased regulation, for example with the introduction of the General Data Protection Regulation (GDPR), has also made the subject further raised on the agenda. Information security is an area that continues to grow in importance.
“Information security has always been a priority for Formpipe. Today, customers more often require suppliers to be certified – and it applies to both new and existing business. The number of certified companies is increasing, but in Sweden, for example, only about a dozen of the country's IT companies are certified to ISO 27001. It gives Formpipe a certain competitive edge”, says Christian Sundin, CEO of Formpipe.
Information and data are one of our most important assets. Therefore, we need to be sure that we are handling and protecting our information properly. As Formpipe is certified, customers and other stakeholders can continue to be assured that the company conducts systematic information security work throughout the organization.
In order to develop good and well-functioning information security processes, Formpipe has involved several employees, for example by conducting workshops. Participation in itself is an important part of the work.
“We have received very good feedback from the employees and the commitment is great. The examination of our work processes has given us a more structured and clear way of working that makes it easier for all of us”, Christian continues.
“With ISO 27001 we have proof from external experts that our information security work is responsible and systematically correct and it gives us advantages in the procurement of our products. However, the most important thing is how this can support our work on improvements and ultimately our ability to provide really great benefit to our customers over time”, Christian concludes.
This is a translation of the original Swedish version. In the event of any discrepancies between the two versions, the original Swedish version shall take precedence.
Formpipe were proud sponsors of User Group Summit North America 2019. Hosted by Dynamic Communities, the event was one of the most highly anticipated events of the year. This follows on from previous success seen by Formpipe earlier this year at AXUG Summit Europe. As a global business that has achieved significant growth, Formpipe’s presence at both User Group Summits is highly regarded.
The User Group Summit in Orlando brings together the world’s largest gathering of Microsoft Business Applications users and partners for education and networking. Technical experts will be on hand to share their knowledge and expertise, helping businesses make the most of their current Microsoft Business Applications software.
This exhibition was an opportunity for Lasernet to share their success story with customers and partners alike, showcasing live demonstrations of their latest technology with an opportunity to meet leaders and experts from their global teams. There were an exclusive demonstration of the brand-new connector as well as the opportunity to speak with the Formpipe team about document management solutions.
Anders Terp, Managing Director – North America, talks about the evolution of Lasernet by Formpipe: “We are proud to say that Lasernet has grown from strength to strength in providing innovative business solutions. At AXUG this year, we showcased the new Connector which includes highly advanced features to ensure we lead the way in document output management. Retail, warehouse and manufacturing are also key areas we are focusing on to further align Lasernet with Microsoft’s verticals.”
Many of our customers have come to Formpipe because they need to add additional fields to the mobile app in the warehouse module – in short using the out of the box standard Dynamics 365 it can take hundreds of hours to do this! Time that could be spent on other tasks in the business.
At Formpipe we have managed to solve this problem by providing the option to add fields through our connector making this process a simple and quick task. Adding fields such as number of copies can be done in a few simple clicks.
Further to this, we are also providing the option to reprint labels from the mobile app to any printer. Standard Dynamics 365 does not provide an option for selecting a destination when printing/re-printing from the mobile app.
Simply showing the function of printing in the following will add a printer-selection at the mobile App through the Lasernet connector.
When reprinting a label it is exactly the same!
Selection of the destination/printer is closely integrated with the ‘Default printer’ in Lasernet connector – And provides the option only to show printers valid for the warehouse/user – If required.
The fields Note, Reference, Print quantity and Printer are added through the Lasernet connector.
The reference field is a function we have added to help with selection of different Labels. For instance one for a rotated label and another one containing information like a ‘copy’ background.
The Lasernet Connector for Customer Engagement has been officially launched and is available now.
The new connector provides a simple way of controlling both your Sales and Operations documents with one single design tool. Extending the Lasernet document output experience to a new level, the Lasernet Connector for Customer Engagement creates a solution to offer central control over multiple data sources within the Dynamics product suite. New features include:
For further information or to arrange a demo, please contact us.
The way Microsoft delivers Dynamics 365 updates changed on January 31st 2019 and if you haven’t updated to the latest version, you need to do so now to ensure you’re not left behind.
Dynamics 365 is moving to a true SaaS model, something that has proven to be a huge success for other Microsoft products such as Office and Azure. Microsoft’s ‘One Version’ way of thinking will result in everyone using the same version of software, which for customers will result in better support, reliability and performance. Partners will benefit from lower support costs along with earlier visibility and access to updates through Microsoft’s new release structure, so it’s good news all round.
We’re saying farewell to Customer Driven Updates in favour of new features and code being sent via weekly updates which will run in the background. The real game changer will be the two new versions of Dynamics which will be launched every April and October. It’s in these bi-annual new versions that users will be able to physically see the new features they have available. Admin Driven Opt-In controls the user experience and can switch on new features as they arrive but can also switch them off should they cause unwanted changes to the user experience.
Moving forward to the release of Version 10 in April 2019, updates from Version 10 and beyond will be available in sandbox environments for the pre-testing of integrations, customisations and ISV apps. Microsoft are making the release notes available even earlier to ensure the market is aware of what’s coming.
The First Release Program is where new versions begin their journey by being deployed to Microsoft employee and selected customers and partners for testing. Formpipe Lasernet is amongst the first to test new versions ensuring compatibility before they become available.
However you decide to manage your Dynamics 365 upgrades, rest assured that Formpipe Lasernet will be compatible with any version, both past and present.
Our free to attend event will explain how you can implement a best practice, pre-configured eQMS without disruption to your existing daily business.
X-docs is an established SaaS-based eQMS with pre-configured Document, Process and Training management modules. Designed, developed and maintained by Life Scientists and for use in our industry ONLY, X-docs delivers industry best practice at a commercially viable cost.
X-docs is used throughout Northern Europe and Scandinavia including by our hosts NMS. Compatible with Sharepoint 2016 and 2019 it has a clear roadmap that is owned by the user group and guarantees it’s end-user focus.
With proven migration tools we can implement within 4 weeks regardless of your current system being electronic or manual.
8:30 Arrival and breakfast
9:00 Introduction by our Host
9:15 X-docs Product overview/demo
Formpipe X-docs Oslo Breakfast event
5th December 8:30-11:30
0379 Oslo, Norway
To register please contact Ben Saxton at email@example.com
or on +44 115 924 8475
Looking for the On-Screen Printing Option in On-Premise Dynamics 365 for F&O?
The simple answer to the issue is to stop, as it’s no longer available.
For those with an On-Prem Dynamics 365 for Finance and Operations installation, you may have noticed that since updating, the ‘Screen Print Destination’ option has vanished and you are now no longer able to preview reports. Without this feature users now must save the document as a PDF, then open it in order to preview.
This handy feature has only been removed for those with On-Premise installations of Dynamics 365 for Finance and Operations, those using Azure/Cloud versions still have the option and are not affected. A simple way to bring this feature back is with Lasernet, the leading document management solution for output and data transformation.
The Lasernet Connector for Dynamics 365 Finance and Operations is compatible with all versions (On-Premise, Azure/Cloud) and allows the user to preview reports at the click of a button. Lasernet reinstates the preview option via the ‘Lasernet Screen’ button where users can simply click the option to preview reports without the need to save and re-open the document – a far more user-friendly approach compared to standard D365FO/AX.
In addition to this, those requiring printing to remote printers will also find On-Premise Dynamics 365 for Finance and Operations falls short as the standard features only allow printing to printers on the same network. To overcome this, the Lasernet Cloud Print Connector enables users to print to remote printers that are not located on the network. Perfect for those remotely printing documents such as labels and shipping notes.
With no plans to implement these features in future On-Premise deployments, if you want to reinstate them, a third party connector such as Lasernet is your only option. To learn more about how Lasernet solves this issue along with many others, please get in touch.
Using Microsoft Dynamics 365 on-Premise? If so, join our growing list of customers also using Lasernet.
Whether your Dynamics 365 On-Premise solution is up and running and you need more than standard SSRS or if you are looking to implement the solution and want everything ready go from the offset, Formpipe Lasernet can revolutionize your document input and output requirements.
As the leading document management solution, Lasernet is once again ahead of the curve when it comes to Microsoft Dynamics 365 On-Premise with a growing number of clients already using Lasernet with their On-Premise installation.
Lasernet enables you to:
We are keen to show you how simple this process can be and why we are the leading provider of document output and data transformation solutions for Dynamics.
The relocation comes as a result of expansion and an increase in staff, supporting the company’s vision to create a more collaborative working environment as Formpipe continue to strengthen and grow their offering. The move shows long-term commitment for the Nottingham Formpipe office, with additional room to grow the team, building on the existing Support and Development functions already based at this location.
The new office is situated at Nottingham Science Park, which is seen as a unique space for pioneering businesses to promote their products and technologies, contributing to future innovation. This is a vision that mirrors Formpipe’s own mission, to help organisations in the life science and other regulated sectors.
Ben Saxton, Head of Europe Sales says: “Formpipe are entering an exciting period of growth and the UK office is a critical part of this. The new office provides us with the high-level working environment required for the team we have today as well the team we are building for the future. This is a progressive, new development at a very exciting time for us.”
Formpipe Lasernet is gearing up to tackle the rapidly changing market in 2019 as it looks to build upon and utilise its collaboration with Microsoft US.
The goal follows Formpipe Lasernet’s attendance at the Microsoft Executive Briefing in Seattle, USA, which gathered a number of Independent Software Vendors (ISV) to discuss trends in the industry in preparation for the year ahead.
As the industry continues to advance at a rapid pace, the event provided Formpipe Lasernet with the opportunity to engage with partners and customers from across the Microsoft partnership network and discuss how best to work with Microsoft as an ISV. Discussions arose around the newest technology trends the industry is currently experiencing, such as artificial intelligence, and how these will affect current processes. Participants also got access to live demonstrations on customer cases, as well as debating how to scale a business efficiently.
Looking back on the event, Anders Terp, Managing Director Formpipe Inc., commented: “The Microsoft event presented us with an excellent platform to discuss the major challenges the industry is currently facing. As we begin to adapt to new technology trends, it is important we continue to understand opportunities to improve our processes. At Lasernet, we are proud to have adapted positively to changes in the industry, and we are looking forward to continuing our collaboration with Microsoft US.”
Formpipe is looking to push the industry forward as it sets its sights on helping preserve past and current data for future generations. Following its participation in World Digital Preservation Day, with the support of the Digital Preservation Coalition (DPC), the specialist provider of enterprise content management solutions is continuing to focus its work on digital preservation with organisations across the globe.
Attending the celebrations at the Digital Preservation Awards in Amsterdam, discussions centred around the importance of preparing both systems and personnel with the ability to successfully preserve data for the future. Whilst the data itself tends to sit at the centre of preservation discussions, many experts believe there needs to more focus on the people who will be retrieving the data for generations to come. In particular, conversations brought to light that only a small number of students are seeking out work in archiving, and presents the opportunity to understand how best to recruit, train and retain this talent.
Participants also debated relevant topics that will likely play a prominent role in future digital preservation activities, such as the influences of artificial intelligence and content search. As artificial intelligence grows in prominence, it presents the opportunity to discuss how archivists might deal with AI-generated data, whilst also understanding how content search may begin to take precedence over metadata.
Looking back on the event, Ben Saxton, head of Europe sales at Formpipe commented:
“It was a privilege to be able to attend the Digital Preservation Awards and celebrate World Digital Preservation Day amongst like-minded peers who share our passion on this topic. Working with the DPC presents us with a great opportunity elevate our knowledge on best practices around digital preservation, and the event allowed for us to gain some excellent insights from experts in the industry. We are looking forward to continuing to work closely with the DPC, as well as the new relationships we formed, to help enable success for future generations".
The Digital Preservation Awards coincided with World Digital Preservation Day and celebrated some of the best data preservation work that has taken place in 2018. The event took place on the 29th November and was attended by experts from academia, heritage and institutions, whilst also welcoming system retirement professionals to discuss and celebrate all aspects of digital preservation.
Inbox-centric document management describes the process of an individual filing, accessing and amending documents in a way that inadvertently makes it difficult for colleagues or auditors to scramble together the bigger picture of a case. This approach is commonplace and typically involves the use of email inboxes and/or disjointed files, supported by basic technology infrastructure. It can make locating specific documentation quickly and efficiently an impossible task. It compromises data integrity and can have a direct impact on both productivity and profitability.
In contrast, a matter-centric approach creates holistic visibility; it provides a bird’s eye view of documents, events, tasks, contacts and corresponding discussions. Facilitated by Microsoft SharePoint-based technology, matter-centric document management systems provide a structured and intuitive interface that, combined with automated metadata assignment to content, empowers users to locate relevant content with speed and precision.
Matter-centric document management also takes the pain out of the auditing process, as one of Manitoba’s largest law firms, Taylor McCaffrey LLP, recently discovered. Keen to match The Manitoba Law Society’s preference for matter-centric document management, the Canadian firm replaced its basic, albeit functional, inbox-centric electronic file system with Contentworker by Formpipe.
The firm’s lawyers are now able to quickly and easily navigate their favourite and/or recent matters, as well as matters they don’t own but are involved in. The matter-centric nature of the Contentworker system provides an instant tree view of all relevant documents and data. It allows users to drag-and-drop, as well as personalise their interface with tabs containing current works that are instantly accessible. The firm’s lawyers can also use the system’s quick search functionality to locate matters through a variety of search criteria, including name, number or by one of several metadata fields.
Switching to matter-centric document management means the firm can accommodate auditors’ demands, remove the admin-based limitations associated with its previous method, retrieve the right documents quickly, and have 100% confidence in the integrity of the data contained within them.
To find out more about Taylor McCaffrey LLP’s journey from inbox managers to highly productive case managers, click here.
It’s easy to see how these inefficiencies can creep in and take hold. What was once an effective means of managing a process within an organisation can be rendered inappropriate by factors such as business growth or diversification.
The mentality of ‘we’ve always done it this way, so why to change it now?’ is also a difficult one to challenge from a cultural perspective. People tend to like what’s familiar. But what if what’s familiar is costing your business money? What if, by doing things differently, your people could be more productive and your business more profitable?
When it comes to document management, it’s easy to fall victim to outdated practices, such as reliance on paper-based systems and processes, inappropriate use of email platforms or outdated electronic systems. The good news is, it can also be easy to embrace and implement change.
By taking control of document management (by storing files in a centralised, accessible, intelligent system that facilitates collaboration, visibility over a document’s entire life cycle, and uses metadata to tag files so they can be instantly retrieved by authorised users at the click of a mouse) processes become quicker and more agile. As a result of this new-found speed, opportunities for productivity to increase emerge, as users are no longer wasting precious, fee-earning time searching for documents inside email inboxes or static electronic systems. Neither are they going backwards and forwards between customers and other third parties to manage edits or approvals. Instead of authorised users can co-author the same document in real-time. These benefits combined to increase efficiency and provide businesses that embrace such a transformation with an undeniable competitive advantage.
Want to know how Document Management Systems from Contentworker by Formpipe can help your business operate more efficiently? Request your free demonstration today.
Put simply, the term refers to the positive opportunity that can result when businesses retire old ways of doing things and replace them with progressive, technology-based alternatives. It usually refers to a cultural shift within a business, an overall strategy that takes into consideration all processes, all departments, and all commercial objectives.
It can’t be denied that digital transformation represents both a challenge (how do we achieve it?) and an opportunity (what will improve once we achieve it?) for businesses of all shapes, sizes, and sectors. This is perhaps why, despite ‘90 per cent of CEOs believing that the digital economy will have a significant impact on their industry, only 25 per cent have plans in place [to introduce digital transformation] and less than 15 per cent are funding and executing the plan.’¹
Interestingly, ’55 per cent of companies that do not have digital transformation programmes in place say the timeframe to adopt one is a year or less. 85 per cent of decision-makers feel they have a timeframe of 2 years before suffering financially or falling behind competitors.’²
Document management is an example of a business function that has the potential to improve (become faster, cheaper, more effective) with the introduction of technology. By replacing disjointed, paper or email-based methods of document management with an innovative, intuitive, and intelligent Document Management System (DMS), businesses can:
Don’t get left behind in the race for digital transformation. Embrace technology and achieve a competitive advantage.
For a free demo of Contentworker by Formpipe, a DMS in SharePoint, please contact us today.
For many law firms, relying on a combination of disjointed electronic systems, paper-based archives and email platforms to create, store, modify and disseminate documentation, this loss of productivity of fee-earning workers presents considerable risk to operational performance, as well as profitability.
Contentworker helps to ease this headache and, thanks to powerful search functionality underpinned by automatic metadata tagging and assignment, promotes both enhanced efficiency and productivity – empowering users to easily locate documents in seconds. From tracking recently used matters and documents to provide users with speedy access to their recently viewed items; harnessing the sophisticated search engine capabilities of Microsoft SharePoint to deliver intelligent results instantaneously; and alerting users to a document’s relevance in relation to several factors, such as type, case manager and client.
Contentworker introduces structure to the traditionally unstructured environments of email platforms and cumbersome electronic filing systems to create instant, holistic visibility over an organisation’s entire document library; supporting users to locate documents with ease, speed and precision.
Find out how top 30 Dutch law firm, Kneppelhout & Korthals, has taken control of document management and anticipates productivity to increase by 4,400 hours per year as a result.
Earlier in 2018, representatives from Formpipe ventured to Brighton, UK, for the Health Sciences Records & Archives Association’s (HSRAA) Annual Conference. Bringing together experts on data archiving and preservation, the format of the day was informal yet educational; an opportunity to network with peers and share best practice. The workshops, presentations, and seminars set the tone for what’s likely to be a transformational next twelve months for organisations in the health and life sciences sectors looking to store, protect and preserve crucial business documents and data.
The event provided a fascinating insight into the application of archiving tools across multiple sectors. It was clear, however, that life science remains the benchmark for other industries to hang their hats – the gold standard to aspire to in terms of not just archiving data in a compliant, intuitive repository but preserving it too.
Digital archiving – or record retention - remains a young industry; one that is still in many ways finding its feet. Despite drivers like GDPR and the need for increased security, following recent high-profile ransomware demands that have cost the life science sector millions, obtaining buy-in from the boardroom remains a challenge. Yet this needs to be seen as an opportunity, not just an obstacle. By defining a structured approach, promoting instances of best practice from companies like BlueEarth Diagnostics and Daiichi Sankyo, and by educating the c-suite – as well as the boots on the ground – we can get the message heard: digital document preservation is essential for ongoing commercial success.
There were several other takeaways from the day. Here’s a snapshot:
Is the file available and is it readable?
The first question the Medicines and Health products Regulatory Agency (MHRA) will ask during an audit of archive documents is ‘have you got all the files?’ and ‘can you prove it?’. Indeed it seems a common occurrence for material to be returned to the sponsor organisation in an unreadable state, due to the electronic format of the document no longer being supported.
Are we making things harder for ourselves by not utilising electronic systems?
The MHRA also pointed out that there remains a general lack of access to electronic archive safe repositories. An additional headache relating to this surrounds the lack of governance by a quality management system for electronic processes. This often results in a lot of different passwords, locations, and a network of very complex and disjointed systems. Often resulting in over-reliance on individual skillsets within the IT team.
Are people handling archive data compliantly?
Recalling some common mishandling of archive material, a group discussion resulted in a common risk being identified. Following a request for retrieval of archived files, the person who made the request will often store the file on their own device in case it is needed by a colleague in the future; violating the original archiving procedure and potential confidentiality rules while introducing significant compliance risk.
Pulling the past into the present: keeping it safe for the future
Many organisations have little or no plan for data being held on a system from 2010 or before – Systems are kept live and maintained to ensure access is available but this cannot continue forever. The delay in addressing the issue has compounded the complication in resolving it. Getting on top of documents from decades past and storing them compliantly so they can be reviewed now and preserved for the future needs to be addressed with a sense of urgency, especially taking into account recent legislation such as GDPR that will drive more requests of historic nature.
What’s the migration process?
One key challenge many organisations seem to have with the concept of document archiving is managing the migration process: getting documents from a series of systems and formats, collating them, recording them and migrating them into a centralised archiving system. The processes often aren’t robustly designed and remain operational without validation. There is still a knowledge gap and lack of best practice in this area.
Scanning introduces risk
Scanning may seem like an innocent, risk-free process to facilitate appropriate document archiving but in truth, it can pose significant risk. Findings often flagged by auditors relate to companies that tidy up the electronic file copies for aesthetic reasons and in doing so create something that doesn’t represent a true copy.
Blur the lines of IT and Quality
A final thought relates to restoring legacy data – a task that’s often left to the IT department to manage in isolation. Without input and leadership from Quality personnel, it’s hard for IT to appreciate the necessity in all file types needing the proof of Data Integrity, whilst ensuring files are readable.
Like what you’ve read? Want to learn more about how migrating legacy systems can improve efficiency while reducing both the compliance risk and costs associated with data archiving? Check out HSRAA’s next issue of OnRecord magazine for more expert tips and guidance from Formpipe.
The selection criteria included a number of common DMS specifications, including:
However, a less common specification on Ræder’s selection criteria was that the chosen DMS would also need to be hosted in the cloud – or as Ræder’s Chief Financial Officer, Trine Bagstevold explained it: ‘incorporate the Netflix approach to DMS’.
But what are the benefits of having your DMS hosted in a private cloud environment, as opposed to on-premise? Here are a few:
Keen to find out more about Ræder’s journey towards better, cloud-based document management? Read the full case study here.
The new rules from the European Union aim to simplify data protection laws and provide EU nationals with more control over their personal data. If businesses who control or process this data – whether they are based in the EU or have customers from any of the member states – misuse, exploit, misplace or mishandle it, the financial consequences are stark: up to 4 per cent annual worldwide turnover, or up to €20m. The reputational cost and potential loss of business also pose significant risks to ongoing commercial success.
When it comes to personal data contained within business documents, it’s easy to see why many organisations may be struggling to get a firm handle on implementing GDPR compliance. With thousands, sometimes millions, of documents providing the backbone of workflows and formalised customer interaction, managing the lifecycle of these files – and being able to demonstrate to auditors that the personal data contained within them is being handled appropriately – can seem like a daunting task. This challenge is amplified when we consider the multiple departments and people within any given organisation, using different siloed systems and processes (often email servers and paper-based methods) to store and manage documents.
Innovative, intuitive, and intelligent Document Management Systems (DMS) can alleviate a lot of the challenges brought about by the GDPR by:
Overall, DMS represents an easy and effective means of taking control of business documents and appropriately managing the personal data contained within them. Not only will a well-designed DMS remove a number of GDPR compliance-based risks, it will deliver tangible improvements to operations too; speeding up processes, improving opportunity for customer collaboration, reducing administrative input, and cutting costs.
So, why are a growing number of businesses considering migrating their systems to the cloud? What are the opportunities for your business?
Before Software as a Service (SaaS), when a business purchased a new system it was implemented ‘on-premise’ – installed and configured locally on the organisation’s own servers. This is still an option favoured by many businesses today, and one that most vendors still support. But fast forward to 2018 and the digital revolution – and the convenience that comes with it – is well underway. You only have to look at changes in consumer habits, the emergence of services like Netflix and Spotify, to appreciate the benefits cloud technology can offer.
When it comes to DMS, embracing cloud can yield significant cost savings, with the total cost of ownership much lower compared to equivalent on-premise contracts. The reason for this is that with a SaaS contract there is no up-front cost to the business. Instead, there is a fixed monthly subscription, which also makes budgeting far simpler. There is also no need to invest in costly hardware or infrastructure and new version releases and upgrades happen automatically, with zero downtime and no additional cost. It’s also worth noting that storage isn’t restricted, and systems won’t slow down as your organisation’s data assets increase. With SaaS, implementations take hours instead of weeks – meaning you can start deriving immediate value from your new DMS.
SaaS is also helping to level the playing field for smaller businesses. Functionality that once required significant upfront and ongoing investment – and was therefore only utilised by enterprise organisations – is now available to SMBs.
With SaaS, law firms of all sizes can wave goodbye to wrestling with their in-house, ad-hoc and often Outlook-based document management solutions and start benefiting from intuitive, feature-rich and cost-effective DMS applications.
Want to find out more about Contentworker’s SaaS offering? Check out our customer case study.
Want to speak to someone about whether SaaS is the right fit for your legal business?
Give us a call: +46 8 555 290 60, or send us an email.
Introducing new systems to a workforce isn’t a straightforward task. It doesn’t matter how powerful a piece of software is, if it isn’t simple and intuitive to use, chances are its potential to secure buy-in from a workforce and add value to operations will be seriously jeopardised.
So, what’s the secret to success? Combining feature-rich functionality with usability – and familiarity – is a good place to start.
Recent estimates suggest that Microsoft now boasts 120 million Office 365 business ¹, an increase of 100 million since April 2017. They say that imitation is the sincerest form of flattery but when it comes to technology, designing software that will automatically make sense to users, facilitates both a quicker and a potentially more substantial return on investment; as training costs are minimised, and systems are live, kicking and able to deliver efficiency savings faster.
If you’re thinking of investing in a new Document Management System, opting for software that is built on SharePoint and therefore looks and feels like Microsoft, and integrates seamlessly with your organisation’s wider Microsoft ecosystem – from Office to Outlook to Dynamics 365 – will facilitate greater user buy-in.
Combine this with powerful functionality, such as automatic metadata tagging that empowers users to quickly find information and obtain clear visibility over what else it relates to and where it is stored; a powerful search engine; and the ability to easily assign and control security and access rights to documents at the click of a mouse, and it’s not surprising that businesses can achieve efficiency savings of up to 20 per cent.
Click here to find out more about selecting and implementing Document Management Systems from our customer Kneppelhout & Korthals.
Earlier this month, IBM issued advisory guidance relating to its Lotus Notes software. The firm warned that bugs in the auto-updater mean the service can be tricked into running malicious code leading to a number of potential issues including the corruption or loss of business-critical files.
The bug, CVE-2017-1711, currently affects version 8.5 and 9 of the Notes software and, according to The Register, is ‘extraordinarily dangerous’.
And it’s not just the big risk systems like this can represent, it’s also the smaller, everyday inefficiencies they create, which over time can lead to a significant loss of productivity and arguably profit too.
For businesses still reliant upon archaic, legacy systems, recognising the threat to business continuity and commercial viability, alongside a general lack of process efficiency, is crucial.
Add to this, the introduction of General Data Protection Regulations (GDPR), and the onus it puts on businesses to appropriately store and access documents safely, speedily and in line with tougher compliance criteria (and harsher penalties), and now really does seem like a good time to break free from legacy software and remove both the restrictions and the risk they represent.
This seems like a complex and costly project, right? Wrong. Migrating data contained within legacy systems into a GDPR compliant system can be completed in a matter of weeks and cost a lot less than expected, especially as the platform can be delivered as SaaS with a monthly rental style billing. More than this, moving vital data into a modern, secure and sophisticated system, like Long Term Archive, can deliver the following benefits:
In response to increasing uncertainty in both our customer community and the wider life science sector, the team at Formpipe Life Science recently set about setting the record straight on GDPR.
Kicking off with an interactive presentation lead by Colin Swift, Product Owner, the first in a series of planned webinars on the topic promised to provide the 20+ online delegates with a concise overview of GDPR, the operational challenges the new legislation will provide and the opportunity for embracing GDPR compliance best practice with minimal risk and investment.
For those of you unfamiliar with GDPR, or General Data Protection Regulations to give it its proper name, here are some fast facts on the pending legislation:
Theoretical discussion only adds so much value so it’s important to bring GDPR to life by looking at current examples of how a failure to appropriately manage stakeholder data has resulted in serious repercussions for several businesses. These cautionary tales were discussed as part of the webinar to provide context - examples of seemingly innocent behaviours, common in multiple organisations, which in fact are in direct violation of the new legislation.
First up was FlyBe. The firm sent 70,000 emails to people who had clearly expressed a desire not to be contacted by the company. The fine? A whopping £70,000. Next up, Honda. The company sent 289,000 emails incorrectly to existing customers and was hit with a £13,000 fine. The third and final example was the supermarket giant, Morrisons. Found guilty of incorrect marketing use of emails, the company was hit with a fine of £10,500.
Once the horror stories were out of the way, it was time to take the bull by the horns, set the scene, and provide a best practice blueprint for effectively safeguarding GDPR. This involved imaginary characters and scenarios, so please bear with us!
Gillian Green attends a weekly management meeting where the General Data Protection Regulations (GDPR) is an agenda item
In the meeting, Legal presents some disturbing GDPR facts:
Compliance to GDPR is now on the corporate risk register and needs to be managed!
Knowing the “WHEN”, it is agreed that Oliver Orange – IT Manager – will conduct a further investigation of:
Oliver Orange reports back that:
Each of the three options were investigated and the results are:
It is agreed that the Formpipe solution will be employed and a project manager - Claire Coffee - is assigned to manage the implementation
1.) The shared drive files are targeted as a quick win and these files are ingested into Long Term Archive (LTA) using Formpipe's Lasernet input/output management tool
2.) With the GDPR compliance risk mitigated, it is decided to retire the legacy HR system within 12 months, which will save support costs for both the application and the legacy hardware it runs on
Ultimately, we came to the conclusion that there is no magic bullet for GDPR compliance. Technology alone isn’t capable of creating a totally risk-free set of processes for managing the associated compliance demands GDPR will bring. What it can do though is play a vital role in helping organisations, regardless of their size or perceived complexities, take more control of the data they manage and significantly reduce the risk of compliance failure, while reducing dependency on outdated, costly legacy systems. Organisational buy-in is also vital, as are robust internal processes and continuous monitoring of behaviours.
GDPR is by no means much ado about nothing or reason to panic but its significance shouldn’t be underestimated either.
For an informal chat about how Formpipe technology can help your organisation get its house in order, and get and stay compliant, contact Ben.Saxton@Formpipe.com or visit and read more about:
The signing of the contract is a major boost to Formpipe within the UK with the formal launch of Long-Term Archive coming in early 2018. The use of LTA will enable the client to store long term contract critical data that could be requested at any time by the sponsor or authorities and in doing so move away from a legacy system that was showing signs of vulnerability.
The project also has further stages planned when LTA will be used to store complex chromatography files, scanned paper records and reduce the burden on the in house Sharepoint solution.
"The signing of this contract shows the appeal that Long-Term Archive has to the Life Science market. We are very excited about the number of industry challenges LTA will help our existing clients and future prospects overcome and in doing so help us meet our commitment of making ongoing Compliance a simple task" notes Ben Saxton, Head of Europe Sales at Formpipe.